Guidance

Create and publish job adverts (vX)

Guidance for advert-only departments on creating and publishing job adverts using Civil Service Jobs vX.

• From: Civil Service Resourcing
• Published: 15 April 2019
• Last updated: 22 June 2022 — See all updates

This guidance is only for users of the Civil Service Jobs system who are publishing adverts but not managing online applications.

Request an account

If your organisation uses Civil Service Jobs, you can use the form to request an account:

Account request form (vX)

MS Word Document, 66.3 KB

Create a vacancy

Log in and select the Create Vacancy button.

Complete the form:

• questions marked with an asterisk (*) are mandatory
• questions that are highlighted will be visible to candidates on the job advert
• you must complete all the mandatory fields before you can save
• the system will time out after 60 minutes of inactivity
• once saved, you will be able to edit any of the details before posting

Save your vacancy.

Welsh language support

You have the option to provide a Welsh version of your advert. This will allow Welsh-speaking candidates to see the job details in Welsh.

You will need to obtain the Welsh translation of the advert yourself.

• Free text fields visible to candidates have an Input your Welsh translation button. Use this to enter the Welsh version of the same content
• Use the Preview advert button to see the advert from a candidate’s perspective, and ensure that all relevant fields have been translated

Review your vacancy

1. Select the Vacancy Forms tab.
2. Review the information you have entered.
3. To make changes, select the Edit button at the top of the tab.
4. Changes must be saved - select the Save button at the bottom of the tab.

Make your vacancy active - ready to post

1. Select the Summary tab.
2. Select the Edit button.
3. Tick the Is Active checkbox.
4. Confirm that the Preferred go live date and time are correct.
5. Confirm that the Preferred vacancy closing date is correct - use 23:55 as the closing time.
6. Save the form.

You will still need to post the vacancy to make it visible to candidates.

Copying an existing vacancy

Find the original vacancy

Use the search box at the top of the screen to enter the vacancy title or ID number, then select the result to go to the vacancy.

Select and copy

1. Select Copy from the menu bar, then confirm.
2. In the Summary tab, select Edit.
3. Edit the details to reflect your new vacancy.
4. Follow the create a vacancy steps to review, edit, and make your vacancy active.

Post a vacancy

1. Select the External Postings tab
2. Select the Add button.
3. From the Destination list, select Post to Civil Service Jobs.
4. Select Next.
5. Enter the Live Date.
6. Enter the Posting Closing Date to match the date previously entered - use 23:55 for closing.
7. Select Next.
8. On the New Posting screen, select Next.

The Posting Status column will show as Online.

Check your posting

Confirm that your advert has been correctly posted by searching Civil Service Jobs.

If your vacancy is using Internal or Across Government approaches you will need to log in as an internal candidate to see it.

Editing after a vacancy has been posted

Corrections can be made after a vacancy has been posted.

Find the vacancy

Use the search box at the top of the screen to enter the vacancy title or ID number, then select the result to go to the vacancy.

Make the changes

1. In the Summary or Vacancy Forms tab, select the Edit button
2. Make your corrections
3. Save your changes

Update the posting

1. Select the External Postings tab.
2. Highlight the row in the table and select the Edit button.
3. If you have edited dates in your vacancy, ensure the posting dates still match. Select Save.

Check your posting has updated correctly by searching Civil Service Jobs.

Removing a posting

You may need to take a vacancy offline before it reaches the closing date.

Find the vacancy

Use the search box at the top of the screen to enter the vacancy title or ID number, then select the result to go to the vacancy.

Change the approach

1. Go to the Vacancy Forms tab and select Edit.
2. In the Approach section, change it to Pre-release.
3. Save your change.

Update the posting

1. Select the External Postings tab.
2. Highlight the row in the table and select the Edit button.
3. Select Save.

The posting status will still show as online, but candidates won’t be able to view it.

Update vacancy status

1. Select the Confirm vacancy withdrawn button

Further changes can be made to the vacancy if required. To repost, select Reinstate vacancy, change the approach from Pre-release, and update the posting again.

Published 15 April 2019
Last updated 22 June 2022 + show all updates

1. 22 June 2022

   How to add a Welsh translation to a job advert.

2. 14 May 2021

   Removed details that applied to a previous system, and replaced account request form.

3. 3 July 2020

   Minor addition to Remove a posting section.

4. 15 April 2019

   First published.